Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 19-338    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 11/18/2019 Final action: 11/18/2019
Title: A Resolution Approving the Renewal of an Independent Contractor Agreement with Davis Tree Care and Landscape, Inc. for Fiscal Year 2020 Parkway Tree Pruning Services in an Amount Not to Exceed $315,000.00 and Authorizing its Execution
Attachments: 1. Resolution-2020 Parkway Tree Pruning-Davis Tree Care, 2. Renewal-2020 Parkway Tree Pruning-Davis Tree Care, 3. Attachment-Davis original agreement 2017

Submitted By                     

John P. Wielebnicki, Public Works Director

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving the Renewal of an Independent Contractor Agreement with Davis Tree Care and Landscape, Inc. for Fiscal Year 2020 Parkway Tree Pruning Services in an Amount Not to Exceed $315,000.00 and Authorizing its Execution

 

End

Overview

Overview

In December 2017 the Village Board approved entering into an Independent Contractor Agreement with Davis Tree Care, Inc. for FY2018 Parkway Tree Pruning Services.  The Agreement provides for two possible renewals.  It is proposed to exercise the second of the two possible renewals with Davis Tree Care and Landscape, Inc. for FY2020 Parkway Tree Pruning Services.  Tree pruning work is typically done in the months of January and February.

 

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Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The proposed FY2020 Budget recommends a total of $320,000.00 for Parkway Tree Pruning in the General Fund, External Support account no. 1001-43800-741-530667.

 

Background

In September 2017 Village staff requested bids for three separate FY2018 tree maintenance contracts under a “Comprehensive Tree Maintenance Bid” for services in 2018.  Davis Tree Care and Landscape, Inc. of Forest Park, IL was approved as the low responsive bidder for one of the contracts, Parkway Tree Pruning Services. 

 

For the many years, the Village has maintained a regular parkway tree pruning program where every Village owned tree is pruned.  All trees within a specified geographical area are pruned in a single season.  All pruning is done by a contractor.  Over time this regular maintenance has led to a drop in emergency calls and storm damage.  Staff still find, based on rates of growth and Resident expectations, regular pruning is beneficial.  In 2019 the Village Board approved moving to a three year pruning cycle where every tree will be pruned during one of those years.  The proposed FY2020 pruning area includes all trees located within the area bounded by Chicago Avenue to Madison Street from Austin Boulevard to Harlem Avenue. 

 

Davis Tree Care has completed this work for the Village in a professional manner and is recommended to continue to provide the Village this service for this second of two possible renewals.

 

The work on this contract is scheduled to begin in early January 2020 and should be complete by mid-April .

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Village Board approved funding for the program as part of the FY2019 budget and has approved this contract annually.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Public Works Department will be bringing this agreement to the Village Board annually. 

 

Intergovernmental Cooperation Opportunities

None at this time.